Outcome: Design for Digital First

Implement digital signatures for internal and external documents.

City processes use digital signatures for internal and external transactions

As an enhancement to the existing Santa Monica Sustainable City Plan, the City has implemented a citywide paperless workplace initiative. As defined, a paperless workplace is a work environment in which the use of paper, such as reports, memorandums, contracts, and even business forms, are eliminated or significantly reduced. The City can achieve this goal by converting documents and other papers into digital form and by allowing, the public and staff members to fill out and sign those forms electronically. The City implemented an electronic signature system to facilitate this aspect of the paperless workplace initiative in an efficient and secure way. This metric tracks progress on a number of documents digitally signed and processes utilizing digital signatures.

Metrics

Staff time saved by processes utilizing digital signatures

This metric tracks staff time saved by converting paper-based processes to electronic forms and by signing documents electronically using eSignature tools.  Processes include;

• Notice Inviting Bids
• Contracts/Professional Service Agreements
• Contract Renewal Letters
• Ordinances
• Vote sheets
• Resolutions
• BBB Master Sales Agreement
• Public Works Change Orders

Time Period	Metric Value
July 1, 2018 - June 30, 2019	31,488 hours
July 1, 2019 - December 31, 2019	47,232 hours

# of processes digitized

This metric provides a count of a total number of processes digitized using eSignature workflows.

Time Period	Metric Value
July 1, 2018 - June 30, 2019	Not Available
July 1, 2019 - December 31, 2019	14

This outcome is part of a the Theme of the Digital by Default theme City of Santa Monica's IT Strategic Plan.